Working with Workflow Activities

• Right-click a Workflow or template in a list, select Show Activities.

  Activities in a list window appear with their name and the status icon and Workflow, template and Assignee details in columns.

• To see a graphical representation of the Workflow, right-click a Workflow or template in a list and select Open With Workflow Editor.

  Activities in the Workflow Editor window appear as boxes with their names.

  In the top left hand corner of the box, an icon indicates the current status of the Activity.

  You can also see

  • The name of the Assignee
  • The date it was last started.

  In the right-hand corner of the Activity box, a single arrow changes the view to the next lower level of the Workflow.

  If there is no Activity on that lower level, Content Manager creates one.

• Right-click an Activity in the Workflow Editor window for the options:
  • Start - changes Activity status to Started.

    See Starting Workflow Activities.

  • Complete - changes Activity status to Finally Completed
  • Uncomplete - changes a previously completed Activity's status to Started.

    You have to enter a reason.

  • Authorise - used by authorising officer.

    Authorises an interim completed Activity with the status Pending Authorisation to change its status to Finally Completed.

  • Reject - used by authorising officer.

    Rejects an interim completed Activity to change its status to Started again.

  • Suspend - changes Activity status to Suspended
  • Resume - changes Activity status from Suspended to Started
  • Reassign - changes who the Activity is assigned to
  • Jump - navigates to next higher level of Activities
  • Subordinate Activities - navigates to next lower level of Activities.

    If there are none, Content Manager will insert a copy of the parent Activity there.

  • Show Documents - displays a list of documents attached to the Activity
  • Delete - removes Activity from the Workflow
  • Properties - to modify Activity details.

    See Workflow Activity properties.

• Right-click an Activity in a list window for the options:
  • Copy - copies the Activity to the clipboard to be pasted elsewhere
  • Start - changes Activity status to Started.

    See Starting Workflow Activities.

  • Security and Audit - for the security and audit commands:
    • Security/Access - select this option to update the Access Controls on the Activity.
      • Update Activity - allows users to update the Activity
      • Modify Activity Access - allows users to update the Activity's Access Controls
      • Delete Activity - allows users to delete the Activity.
    • View Rights - displays access permissions for this Activity
    • Active Audit Events - to view the Activity history, for example, who worked with it and when
  • Complete - changes Activity status to Complete
  • Reassign - to assign the Activity to a different Location
  • Suspend - changes Activity status to Suspended
  • Delete - deletes the Activity from this Workflow
  • Properties - view and/or modify Activity properties.

    See Workflow Activity properties.

    TIP: For very complex processes, you may want to create a Workflow operating on different levels.

    An example could be a application process where the client related processes sit on the base level:

    1. Acknowledge application
    2. Advise of missing documents
    3. Submission of complete application for security and eligibility check.
    4. Send reply letter

    In this scenario, it may make sense to create all processes and Activities related to the security and eligibility checks branched off as sub-Activities on a lower Workflow level.

    Once all the checks and therefore the Activities have been completed and a decision about the application is reached, the Workflow returns to the base level and the Send reply letter Activity.

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